Operations & Systems Coordinator

About the Role

Reports to: Founder / Chief Revenue Officer

Our client is seeking an Operations & Systems Coordinator to support a growing luxury short-term rental (STR) portfolio in Austin, Texas. We are looking for an “orchestrator”, someone who thrives on building order from chaos, documenting workflows, and helping a founder step out of day-to-day operations.

You won’t just execute tasks; you will design and improve the infrastructure that makes this business scalable. This role is ideal for a proactive professional who wants to grow into an operational leadership position.

What You’ll Own

Systems & SOP Development (Primary Focus)

Process Documentation: Turn task notes into clean, usable SOPs and checklists for guest experience and property ops.
Optimization: Identify inefficiencies and proactively recommend workflow improvements.
Tracking: Build and maintain simple systems (vendor trackers, maintenance logs, escalation dashboards).
AI Integration: Support the implementation of AI-assisted workflows and operational automation.

Vendor Coordination & Property Operations

Scheduling: Coordinate cleaners, maintenance, and specialty vendors (pool, landscaping, etc.).
Communication: Use text/email for efficiency; make phone calls to US vendors when speed is required.
Quality Control: Maintain vendor notes, pricing, and performance tracking.
Triage: Handle maintenance troubleshooting and ensure timely resolutions.

Guest Operations & Tech Management

System Oversight: Manage AI messaging tools (Hospitable, HostBuddy) to ensure concierge-level service.
Escalations: Professionally handle high-risk guest situations and flag risks before they affect reviews.
Knowledge Base: Maintain property FAQs and internal reference guides.

Admin & Financial Support

Daily Reporting: Send structured daily summaries highlighting progress and bottlenecks.
Finance: Support basic workflows, including vendor payments and expense tracking in QuickBooks.
Growth: Assist with CRM hygiene (GoHighLevel/Vintory) and market research.

Who This Role Is For

You may be a strong fit if you:

Have STR Experience: You understand the fast-paced nature of property management.
Are a Systems Thinker: You have built or improved SOPs and workflows before.
Communicate Confidently: Exceptional spoken and written English; comfortable calling US vendors.
Are Proactive: You think three steps ahead rather than waiting for instructions.
Are AI-Fluency: You use AI tools beyond basic prompts to summarize data and draft systems.
Have High Discernment: You know when a process doesn't make sense and needs to be updated.

Preferred Qualifications

Hands-on experience with Hospitable (Highly Preferred).
Experience managing or scaling a portfolio of multiple properties.
Familiarity with QuickBooks, CRM platforms, or OpenPhone.
Spanish fluency is a plus (for vendor coordination).

What Success Looks Like Within 90 days:

Vendor coordination runs smoothly with minimal founder involvement.
A centralized "SOP Library" is documented and being utilized.
Operational tasks are tracked in a clear, transparent dashboard.
The founder is focused on growth and partnerships, confident that the "machine" is running.

Compensation & Schedule

Hourly Rate: $7-12/hr (based on experience)
Schedule: Wednesday- Monday, aligned with peak guest stays and opportunity to increase hours as the business scales
Full-Time: 30-40 hrs/week

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